Documents is your organization's shared file library. Open it from More > Documents.
The Document Workbench
The page combines the file list and its organization tools in one workbench:
- Summary counts show all documents, favorites, folders, and the current result count.
- All Documents, Favorites, entity documents, folders, and categories are available from the left filter rail.
- Search finds documents by name or description.
- The Sort menu includes name, upload date, category, and folder or entity ordering.
- Switch between Table and Gallery views and adjust table density when you need a compact list.
- Breadcrumbs show your current folder and let you move back through the folder hierarchy.
Select one or more files to move them to another folder in a single action.
Uploading and Organizing
Choose Upload Documents to add one or more files. They go into the folder you have open, and you can set each file's name, description, category, and who can access it before uploading. When you are viewing a pet's documents, the files are also linked to that pet. A document uploaded from a pet, adopter, foster, volunteer, or other supported record's Documents tab is linked to that record, so it appears both there and in the library.
Choose New Folder to create a folder in your current location. Folders can be nested and color-coded, and an empty folder can be deleted from its edit dialog. Categories provide a second, independent way to group files; a document can have both a folder and a category.
Working With a Document
From a document row or gallery card you can:
- Open a preview for supported formats.
- Mark or unmark it as a favorite.
- Download the original file.
- Edit its name, description, category, folder, or who can access it.
- Move it to another folder.
- Delete it when it is no longer needed.
Favorites are shared within the organization, so a file favorited by one team member appears in the Favorites view for other authorized users.
Permissions
Document access and editing depend on your role. Privileged members and Admins can upload files, create folders, edit metadata, move files, and delete documents. Pet Editors, Adoption & Foster Counselors, and Volunteers can upload and edit documents, including their name, description, and who can access them, but cannot delete them. Viewers can browse documents without changing them. Other record pages may expose only the documents that a user's role allows them to view. Owners and Admins can also access documents and folders previously marked owner-only.
A folder's Who Can Access setting covers everything inside it. When a folder is limited to certain roles, its subfolders and every document filed anywhere below it are hidden from people without one of those roles, including in search, on record pages, and in downloads, even if a document's own access is open to all staff.
Continue to Managing Documents for file support, preview behavior, and organization details.